There has been some confusion on what is needed for a scout's Eagle Board of Review and how it is to be submitted to the Eagle Scout Coordinator. This information is for all Unit leaders who are helping scouts prepare for the rank of Eagle. 

All of the required documents need to be received by Debra Henrie, who is the Eagle Scout Coordinator for the Old Ephraim District, before an Eagle Board of Review date and time is set.  She will save the documents until the scout is ready for their Eagle Scout Board of Review.

Here is a list of documents, who to submit them too and in what format.

• Eagle Scout Workbook and Report Signatures

  • The scout is to complete sections “Project Plan”, and “Project Report” in the workbook after their Eagle Scout Service project is completely done. Signatures of the scout, Unit leader and the beneficiary along with the completion date, show the project was completed to the satisfaction of the beneficiary. The whole Eagle Scout Project Workbook should be emailed to the Eagle Scout Coordinator (Debra).

• Eagle Scout Ambitions and Goals for Future

  • The scout is to write a letter that shares their ambitions and goals for the future. This is requirement #5 on the Eagle Scout Application. This document can be either mailed or emailed to the Eagle Scout Coordinator.

• Eagle Scout Letters of Recommendation

  • Each scout should ask 5-6 people to write a letter of recommendation for them to become an Eagle Scout. The Eagle Scout application has a list of who is to write these letters (eg. parent, religious, teacher, employer if employed, and two other references as well as their contact information.) Each of these letters are to be Mailed to the ES Coordinator. The scout as well as the scout leader are not to hold onto these letters.

• Eagle Scout Application

  • The Eagle Scout Application is the only document that is to be verified by the Council Office Secretaries. The Unit leader will be the last to sign the application. They then send it to the Council Ogden Office for this verification at www.utahscouts.org/eagleform. Please be sure to check verification box. After the Council Office has both verified the and signed the application, they will send it to the Eagle Scout Coordinator letting them know it is correct and ready for the scout to have their Eagle Scout Board of Review after all other documents have been received.

• We hope this information is helpful to our unit leaders as they serve their scouts.

Often we hear these words from scouts who are working toward their Eagle Scout rank, “We are working on our Eagle Scout Project and would like to set up a time for you to review it and sign the paper.”

There are several things that should happen before we even receive the Eagle Scout Workbook. Here is a list in order that will help leaders prepare their scouts for the best results in having a successful turn around in getting an Eagle Scout project approved.

1. The scout has a wonderful idea for their Eagle Scout project. They sit down with a few members of their troop leaders, including the Eagle Scout Mentor/Coach. The leaders ask questions about the project while the scout writes these suggestions down. Having 3-4 scout leaders there will help give a broader view that will help the scout in writing a clear, proposal.

2. The scout writes up their Eagle Scout project proposal using the helps their scout leaders has given them.

3. The scout returns to their unit leaders to have them read the project with them. They make sure all information on the contact page is complete, the date of Life rank is correct, the scout is using the right form for the Eagle Scout workbook, etc. If all is ready for approval at that time, the scout, Unit Leader and Unit Advancement Chair sign the signature page.

4. The scout by this stage would have already talked with the beneficiary a few times for their approval of the project they will be doing for them, but will not have them sign until all plans are finalized. At this time the beneficiary will add their signature.

5. After the first 4 steps are complete, the Scout emails the Old Ephraim Eagle Scout Coordinator a copy of the Eagle Scout proposal and signature page for review. The Eagle Scout Coordinator and one of the District Advancement committee members review every Eagle Scout Project. Scouts should expect to be asked questions about development of their plan and how leadership will play a part in working that plan. We also look for a solid goal they are wanting to achieve while they work their plan.

Using these steps in reviewing a project saves time and allows the coordinators to approve projects without as much back and forth as there is otherwise.

We hope these steps help you in Preparing your Scouts in reaching their Eagle Scout rank.

The Eagle Scout Application is the form in which the scout, unit leaders and Eagle Scout Coordinator reaffirm that the scout has met all requirements to become an Eagle Scout.  It is important that each section be filled out, including dates. June 2022 is the current Eagle Scout Rank application that is to be used.

“Since 1912, the Eagle Scout rank has represented a milestone of accomplishment—perhaps without equal— that is recognized across the country and even the world. Those who have earned the Eagle Scout rank count it among their most treasured achievements.” 

(Guide to Advancement page 62)

The Eagle Scout application can be filled out while a scout is working on their Eagle Scout project. It can be downloaded from the online Scoutbook program. If the unit leaders have kept the information current on each of the scouts in their unit, including scout positions and dates of Merit Badges earned, only a few areas will need to be completed.

We recommend that you save this refillable document to your desktop to fill in areas the Scout needs to help the unit leader fill in. For example,  the following areas are to be filled in:

•  The list of people to write recommendation letters for them. Must have all six filled in. (five if the scout is not employed.

  • (Requirement 5)

•  Information about the Project including the name of project and total hours it took to complete, and the date the project was completed.

•  The Unit leader conference date.

All the information up to this point can be typed in.

Print out the Eagle Scout application. It is best to follow the order of signatures and dates needed on the application.

The last signature is the Unit Committee Chair. After they sign it, it is their responsibility to send it to the Crossroads of the West Scout Service Center for verification. The scout can then prepare the other documents to have ready for their Eagle Scout Board of Review.

The unit leader is to send the application to: utahscouts.org/eagleform (find on Google)

When the Office secretary has signed the application, they send the Eagle Scout Coordinator a copy. We then notify the scout that is has been received, and what other documents are still needed to hold their Eagle Scout Board of Review.

When the Eagle Coordinator holds the Eagle Scout Board of Review and the scout is successful in passing it, two of the board members sign the application and send it to the council office for certification. It will then be sent to National Scout Office to be reviewed.

Special note:

The Eagle Scout application should be signed by the Council Office before the scouts 18 birthday. The Eagle Scout Board of Review should take place within 3 months of the date signed by the Council Office.

  Starting July 1, 2022 the Merit Badge “Citizenship in Society” will become a required Merit Badge for scouts earning the Eagle Scout rank.

  Scouts who are working on their Eagle Scout project will need to be finished and submit their Eagle Scout Application before June 31, 2022, or they will be required to earn this new Merit Badge. July 2022 will be the start of Eagle Scouts earning 14 required merit badges and 7 electives.

  As with other merit badges only the councilors who have been selected, interviewed by the council, and have taken the training on-line will be able to teach and pass off Citizenship in Society merit badge. Each District in the Council has Councilors who meet these qualifications and are listed on Scoutbook.

   In the Old Ephraim District we have only 3 Merit Badge Councilors registered for the new Merit Badge. Here is how to become a councilor for this Merit Badge:

Citizenship In Society

The process for applying to be a counselor for this merit badge is as follows:

1. Read the council SOP

2. Read the requirements and especially the "Citizenship in Society Merit Badge Counselor Guidelines" in the merit badge pamphlet

3. Take the required DEI training.

4. Review the counselor facilitation guide.

5. Turn in a completed merit badge counselor application along with the certificate of completion of the DEI training listed above.

6. You will be contacted by a member of the council advancement committee for a brief telephone interview (typically about 5 minutes).

   Another tip we would like to remind you of is the importance of filling out all the information on the contact page of the Eagle Scout Project Workbook.

  Each contact will be instrumental in helping the scout through the process of planning an Eagle Scout service project proposal and preparing for an Eagle Scout Board of Review. Unit leaders should keep the following information on file when you help your scouts with this paper work.

The Council Service Center is our Crossroads of the West Council. Their address and phone are:

Crossroads of the West Council   1-801-479-5460

1200 East 5400 South

An Eagle Scout Coordinator is a member of the Council Advancement Committee. They represent the district where they live when they attend their monthly meeting.

Eagle Scout Coordinator’s (ESC) follow the BSA policies and Guide to Advancement guidelines as they work with Eagle Scouts in the District.

At the Council Advancement meetings, they receive information that will help Unit leaders and their scouts as they work on their trail to Eagle Scout. They are unified in following procedures that will help a scout see a vision and a deeper scope when planning their Eagle Scout Project. 

ESC work with the District Advancement Chairman and Committee. This committee also help the ESC approve an Eagle Scout Projects and forms the Board when holding an Eagle Scout Board of Review. (ESBOR)

The ESC is the person the scouts talk with when they need approval for their ES projects. ESC always includes the District Advancement Chairman and Unit leaders when communicating with scouts as they proceed with their ES project and on to becoming an Eagle Scout. They follow the Guidelines of Youth Protection.

When approving Eagle Scout projects the ESC will ask questions, offer suggestions on every ES project to help the scout write up a project that meets the following criteria:  the project is well thought out, it can be developed, and the scout can show leadership as they work their plan. ESC also makes sure the ES projects have a deeper scope then just a regular service project. They also look to make sure that the contact page is fully filled out, including the Life scout rank, phone numbers, email addresses, and that the ESC information is in the position of Council or District Representative. If the scout needs a fundraiser (fundraiser form needs to be used when asking for approval of project) to help with materials of their project the ESC is the signature for the Council.

The ESC makes sure the signatures of the scout, two unit leaders & the beneficiary are on the ES project plan before adding theirs.

Another responsibility of the ESC is setting up ESBOR for scouts in the District. This is done only when they have been given all documents required to hold one. Because we are a larger district, we use email in collecting these documents, except the letters of recommendation; they are to be sent by mail directly to the ESC. The ESC address should be included on the contact page in the ES workbook.

We enjoy working with the scouts in your unit. It brings us confidence for the future as we see youth becoming an Eagle. They show hard work, diligence, and character development by following the Scout Oath and Law. It has been an honor getting to know the youth of today.

Each troop is encouraged to have a mentor for scouts who become Life. This mentor is a great resource in helping a scout become an Eagle Scout. They mentor them as they prepare an Eagle Scout Service Project to preparing them for their Eagle Scout Board of Review. Mentors are experienced scout leaders who know the process of becoming an Eagle Scout and what it takes to become one.

An Eagle Scout Mentor is to be a registered with Boys Scouts of America in any Adult position in your unit, be current in BSA Youth Protection training and be knowledgeable about the Eagle Scout Service Project and application process.

The EDGE method is valuable part of the mentoring process. 

• Explain: The mentor explains how something is done.

• Demonstrate After the mentor explains, the mentor demonstrates while explaining again.

• Guide: The mentee tries the skill while the mentor guides them through it.

• Enable: The mentee works on their own under the watchful eye of the mentor. The mentor’s role in this step is to remove any obstacles to success, which enables the mentee to succeed.

Here are some characteristics that mentors have:

• Open-mindedness: Mentors set aside their own priorities, preferences, and prejudices. They are willing to be changed in the mentoring process as much as their mentees are changed.

• Patience: Rather than giving the “right” answers, mentors help their mentees discover those answers on their own. That takes patience.

• Listening ability: Mentors listen more than they talk. Their goal is not to push their mentees in a particular direction so much as to help them find their own path.

• Availability: Mentoring involves building ongoing relationships. Good mentors make time to meet with their mentees.

• Honesty: Mentors, like true friends, tell us what we need to hear, even when we don’t want to hear it.

• Support: Mentors help their menthes find resources they need, whether that’s books, Web resources, classes, or other mentors.

(Material found in Troop Leader Resources about Mentoring)

Many Eagle Scout candidates are missing hours that could be counted on their Eagle Scout Project report and their Eagle Scout Application.  The number of hours should be the same on both by the way.

Here are somethings to keep in mind:

Scouts often simply put down a total of their time plus the clock time it took to complete the project--regardless of how many Scouts, friends, Scouters, family, etc. helped. Scouts don't understand they should be tracking manhours. In other words,  each helper's hours should be counted separately. This means when ten people work for four hours, the number of hours should be recorded  as 40 hours, not four hours.

Here are a few more examples:

• On the first Saturday of a scout's project he has a group of 20 helpers who are there from 8 am until noon. That's four hours times 20 workers, or 80 hours total.

• On the second Saturday, 30 helpers show up to work from 8 am until 2pm. That's six hours times 30 workers, or 180 hours total.

• This means a great total of 340 hours and the scout hasn't even counted all of the time he spent with his planning, development and filling out his final report.

 The Council Eagle Scout Coordinators have been checking the hours on reports to make sure every scout has added all hours it took them to complete their

project. We encourage Eagle Scout Mentors to follow up with their scouts in helping them record All of the  hours that it actually took to finish their Eagle Scout project. 

Requirement 2 on the Eagle Application is to have the scout list people who can send a letter of recommendation to the Eagle Scout Coordinator before the  Eagle Scout Board of Review (ESBOR) takes place. These letters are to give the Eagle Scout board an insight of their character in connection to living the Scout Oath and Law outside of scouting.

Here is a list that will be helpful in helping unit scout leaders and the scouts as they fulfill this requirement.

1. After listing people who can write letters on behalf of the scout, prepare envelopes with a stamp and the address of the Eagle Scout Coordinator. Give each person a small explanation of what letter is to be about.  The scout can give them a copy of the Scout Oath and Law. The Crossroads of the West Council prefers not to have form letters for these references.

2. The scout or the unit leader are not to pick up and hold on to the letters until the Eagle Scout Board of Review. These letters will not be returned to the scout after their Board of Review.

3. Give the references a date of when the letter needs to be received by the Eagle Scout Coordinator. This helps the Eagle Scout Coordinator to know when to expect it in the mail. When a scout has moved to a new area, some of his references could be a few states away. In this case the letters can be sent to the Eagle Scout Coordinator by email.

   1. “This may be done by letter, or phone call. For reasons of privacy and confidentiality, electronic submissions are discouraged. It is acceptable to send or deliver to the references an addressed envelope with instructions”.   -Guide to Advancement 2021 pg. 64

4.  The Eagle Board likes to have 4-5 letters about the prospective scout to review. This does not include their parents or scout leader.

   1. “If after a reasonably diligent effort no response can be obtained from any references, the board of review must go on without them. It must not be postponed or denied for this reason, and the Scout shall not be asked to submit additional references or to provide replacements.” -Guide to Advancement 2021 pg. 64

Eagle Scout projects often require fundraisers to provide for materials in building the projects the scouts are doing. The tips in this article are found in the Eagle Scout Service Project Workbook and in the “Guide to Advancement” page 69.  

Here are a few tips to keep in mind when a scout needs a fundraiser for their project.

1. Eagle Scout Projects are not to be fundraisers. This means a scout is not to just hold a fundraiser to collect money for the beneficiary. Fundraising is only to secure materials and facilitating an Eagle Scout Project.

2. Projects that are in need money require more $500 to be raised, need to fill out the Eagle Scout Service Project Fundraising Application that is part the Eagle Scout Workbook. This application needs to accompany the Eagle Scout project proposal when sent to the Eagle Scout Coordinator. When they approval the Eagle Scout project, the coordinator will also approve the fundraiser application. This application is to stay with the ES workbook as the scout works on their project.

3. The BSA prefers that Scouts choose projects that can be done at little or no cost to the scout. Fundraising on a larger scale—has tax, accounting, and other legal implications, in which minors should not be involved.

4. The Scout must make it clear to all donors or event participants that the money being raised on behalf of the project beneficiary. After the money has been collected, either the beneficiary or Unit holds on to the money until it is needed for the project. Any money left after expenses are paid, are to be given to the beneficiary. If the beneficiary is not allowed to keep the funds, they should ask to designate a suitable charity to receive them.

As Unit leaders, Eagle Mentor and scouts review these tips it should be easier to determine if a fundraiser is needed for their Eagle Scout Project. 

  Time Extensions are for Life Scouts, and who see it will be impossible to complete their Eagle Scout rank requirements before they turn 18.

  If a Scout in your unit needs of a time extension,  they need to e-mail or call Steve Kyzer ksteve56@msn.com, 801-319-0278. All time extensions are to go through him.  Contact him first and he will send you the information you need.

 All extensions are  granted for the sole purpose of allowing a Scout to complete their Eagle. 

 When a time extension is requested, the Scout should continue working on the requirements until a final decision is delivered.

 To qualify for a time extension the scout needs to meet one of these tests:

1. 1. 1. 1. The member joined or rejoined or became active again after a period of inactivity (or became refocused on advancement after a period of inattention) with insufficient time to complete all requirements before turning 18.

         2. Circumstances in the scout’s life has changed: examples could be, a hospital stay, death of a family member, disabling injury, natural disaster, health issues or the actions of others that have been misinformation for the scout’s progress. Any of these circumstances are unforeseen and could not be prevented could be action for an extension.

         3. Any circumstance that was beyond the Scout’s control, or anything that could not been anticipated or planned for in completing the project or requirements of Eagle.

A few members of the Council Advancement Committee review the request and considers them individually and carefully. If they meet approval the Scouts are permitted a limited time to complete the rank of Eagle. After they are approved the scout will receive information that they are to keep with their Eagle Scout workbook to present when they go to their Eagle Scout Board of Review. 

Note: information for this article was found in the “Guide to Advancement” year 2021 pages 71-72.